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Administrative Assistant / Scheduling Coordinator

SNI Companies
Davie, FL Temporary
POSTED ON 4/26/2025
AVAILABLE BEFORE 5/13/2025

Location : Davie, FL

Schedule : Monday - Friday, 8 : 00 AM - 4 : 30 PM

We are seeking a highly organized and detail-oriented Administrative Assistant / Scheduling Coordinator to join our team in Davie, FL . This is a long-term career opportunity with a stable and well-established company. The ideal candidate will have strong administrative, scheduling, and customer service skills with the ability to multitask and prioritize tasks in a fast-paced environment. This role is essential in ensuring the efficiency of daily operations, technician scheduling, and financial tracking.

Key Responsibilities :

Scheduling & Coordination

  • Prepare and manage daily schedules for technicians and estimators.
  • Communicate schedule updates and changes with internal teams and clients.
  • Coordinate technician dispatch and ensure timely job completion.

Estimates & Contract Management

  • Prepare and send client estimates, ensuring accuracy and completeness.
  • Draft and distribute contracts, obtaining necessary approvals and signatures.
  • Send Certificates of Insurance (COIs), licenses, and W-9 forms to clients upon request.
  • Ensure executed contracts are properly documented and filed.

    • Invoicing & Accounts Receivable

  • Generate and send invoices to clients, ensuring timely and accurate billing.
  • Update Accounts Receivable (A / R) reports regularly.
  • Follow up with clients approaching 30-day payment deadlines to ensure timely collections.

    • Data Entry & Reporting

  • Maintain and update estimate approval reports for tracking project progress.
  • Enter and manage project data, ensuring accuracy and completeness.
  • Prepare and submit daily progress reports for internal review.

    • Customer & Vendor Communication

  • Serve as the primary point of contact for clients regarding scheduling, contracts, and invoices.
  • Respond to customer inquiries in a professional and timely manner.
  • Communicate with vendors as needed to coordinate materials and services.

    • General Administrative Support

  • Perform routine office tasks, including filing, scanning, and document organization.
  • Assist with correspondence, emails, and internal communication.
  • Support management and field teams with administrative tasks as needed.

    • Qualifications & Skills :

  • Previous experience in scheduling, administrative support, or customer service.
  • Strong organizational skills with the ability to manage multiple priorities.
  • Excellent communication and problem-solving skills.
  • Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
  • Attention to detail and accuracy in data entry and documentation.
  • Experience with invoicing and accounts receivable follow-ups is a plus.
  • Familiarity with construction, field services, or similar industries is preferred but not required.

    • This is a great opportunity for someone looking for a stable, long-term position with room for growth. If you are a proactive, detail-oriented professional who thrives in a fast-paced environment, we encourage you to apply today.

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    Job Snapshot

    Employee Type Contract to Hire

    Location Davie, FL (Onsite)

    Job Type Admin - Clerical

    Experience Not Specified

    Date Posted 02 / 11 / 2025

    Job ID 388029

    Remote No

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